Company Description

At Turner & Townsend we’re passionate about making the difference. That means delivering better outcomes for our clients, helping our people to realize their potential, and doing our part to create a prosperous society.

Every day we help our major global clients deliver ambitious and highly technical projects in over 130 countries worldwide.

Our team is dynamic, innovative and client-focused. Our clients value our proactive approach, depth of expertise, integrity and the quality we deliver. As a result, our people get to work on some of the most exciting projects in the world.

We’re looking for a professional and personable receptionist to join our Dubai office. If you excel in creating a welcoming atmosphere and managing front office interactions, you could be the perfect fit for our team.

Job Description

General Admin Support

Looking after the Front Office, Welcoming the guests

Answering the telephone and taking messages

Maintaining the tidiness of the boardroom and meeting rooms and office facilities

Organising lunches for guests, workshops, and celebrations. (Coordinate with Office Manager)

Serving of Coffee/Tea/Water to the RMD,Guests and board meeting

Preparing of fruit baskets for the staff every morning

Managing meeting room booking

Maintaining the office supplies inventory and purchasing

Liaising the maintenance work with the contractors & building management

Managing the driver and documents/ post or mails to be delivered to other offices.

Manage Mails/Parcels; Arrange courier via Fedex or Careem Box

Arranging Access Permits for Suppliers & Contractors

Supplier liaison (perishables/newspaper)

Keep track of branded items and Stationery items (procure when required)

Managing Office Parking Card and Transponders List (arrange replacement when necessary)

Preparing transmittals for outgoing documents

Archiving (includes packing and unpacking of items)

Organising trainings for Health and Safety (with L&D Manager’s support)

Arranging Office Sanitization – will be advised by the Office Manager when required

Providing e-signature of C.M’s for contracts/documents when required

Collecting and scanning of Tender Bond

Any Admin ad hoc task like formatting of documents/CV, assisting in preparation of reports, printing, binding, filing, etc.

Delivery and Collection of Documents when driver is not available.

IT Support

Coordinate with the IT support team in terms of troubleshooting, replacement of laptop/desktop

Maintain tracker for Monitor

Equipment Tracker

Matterport tracker

Prepare Capex for Software & Hardware requirements for Country Manager’s signature

Finance Support

Assist Finance in issuing invoices and collecting cheques

Create POs (as requested)

PO for Contractors, Travels & Hotels, Mobile

PO for Stationery items

PO for PPEs

Renaming of Etisalat Bills & Etisalat Bill Distribution

Prepare Cheques for suppliers/ Prepare Cheque Receipts

Prepare monthly expense report -petty cash

Human Resource

Arrange business card requests for new joiners and existing employees

Arrange mobilisation/onboarding of new joiners (Access card, tumblers, mobile, issuing sim card on Etisalat Portal, IT equipment – laptop stand, keyboard, mouse)

Receiving and Scanning of Insurance cards, passports and EID cards (advise Shafeeq)

Prepare mobile log form for employees’ signature

Prepare asset handover (Leavers)

Health & Safety/Environmental

Monthly update of Electricity Consumption tracker

Monthly inspection of First Aid Kit

Personal Protective Equipment liaison (maintaining log of issued PPEs, Manage the procurement and distribution of PPEs)

Marketing

Keep track of Magazines & Banners

Procure branded items from supplier when required

Sustainability

Assisting on their monthly report to New Leaf portal

ACONEX Invoice Upload

Document Control

In charge of document control for the head office (Filing of Contracts, Sub-Con Contract, General Administration, etc.)

Maintain Dubai Staff list (Head Office and Site Office)

Credentials (regular update)

Suppliers & Contractors List

Qualifications

• Minimum 3 years of experience in a receptionist or front office role.
• Strong organizational skills with keen attention to detail.
• Excellent communication and interpersonal abilities.
• Ability to manage multiple tasks while maintaining a welcoming and professional demeanor.
• Committed to fostering a positive and inclusive experience for all visitors and employees.
  
  

Additional Information

Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance.

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Please find out more about us at www.turnerandtownsend.com/

Join our social media conversations for more information about Turner & Townsend and our exciting future projects:

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It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time.

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.